Improving writing skill
- 2. Plan for the activity: Writing Skills • 1st 20 Min: Explain importance of Writing skills using slides 2 to 17. • 2nd 20 Min: Explain Letter Writing using slides 18 to 34. • Next 30 minutes: Provide assignment to Mentees with different statements to write letters. • Next 15 Min: Mentee personal skill presentation • Next 15 minutes: Discuss the letters with mentees. • Last 10 minutes: Discuss forthcoming activity (activity for next mentor meeting). 2
- 3. • Writing is the painting of voice!!! • "In science, the credit goes to the man who convinces the world, not to the man to whom the idea first occurs." --Sir William Osler 3
- 4. When, where, why do we write?? • Autobiography, Book Reviews • Character Sketches, Comic Strips • Descriptions, Diaries • Essays, Fables • How-to Articles, Journals • Letters, Monologues • News Articles, Opinions, Plays • Poems, Resumes, Songs • Speeches, Tall Tales, Magazines • Notes 4
- 5. Some keys to writing • Key #1: Put the reader first – Communication = understanding – Write to EXpress not Impress – Use words readers can picture – Tie in to the reader’s experience • Key #2: Use simple words and short sentences 5
- 6. EXAMPLES • Per our conversation, I am enclosing herewith a remittance of $25 for the balance due on my account. (18 words) • As we discussed, here is the $25 remaining on my account. (11 words) • Here is the $25 remaining on my account. (8 words) 6
- 7. Plan, organize, write • Before you begin – Who is the audience (“My audience is _________.”) – Purpose of the message (“My purpose is________.” – How will the reader use the information (“So that the reader will________.”) 7
- 8. What makes a good writer?? –Having something to say. –Logical and clear thinking. (Clear writing starts with clear thinking.) --A few simple, learnable rules of style. Writing to inform is a craft, not an art. Clear, effective writing can be learned! 8
- 9. DO’S • Before you start writing, ask: “What am I trying to say?” • Once you know what you’re trying to say, then pay attention to your words! • When you finish writing, ask: “Have I said it?” 9
- 10. • Get rid of jargon and repetition “I would like to assert that the author should be considered to be a buffoon.” “The author is a buffoon.” • Hunt down and cast out all unneeded words that might slow your reader. With the possible exception of ----except 10
- 11. • Clumsy phrases Instead, use: • new innovations innovations • one and the same the same • period of four days four days • personal opinion opinion • shorter/longer in length shorter/longer 11
- 12. Ensure proper word usage. • Affect/effect • There/their • Among/between • Shall/will • Can/may • Than/then 12
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- 14. Expository Writing • Expository writing's main purpose is to explain. It is a subject-oriented writing style, in which authors focus on telling you about a given topic or subject without voicing their personal opinions. These types of essays or articles furnish you with relevant facts and figures but do not include their opinions. • When You Would Use Expository Writing: Textbook writing, how-to articles, recipes, News stories (not including opinion or editorial pieces), business, technical, or scientific writing. 14
- 15. Descriptive writing • Descriptive writing's main purpose is to describe. It is a style of writing that focuses on describing a character, an event, or a place in great detail. It can be poetic when the author takes the time to be very specific in his or her descriptions. • When You Would Use Descriptive Writing: Poetry, Journal or diary writing, nature writing , descriptive passages in fiction. 15
- 16. Persuasive writing' • Persuasive writing's main purpose is to convince. Unlike expository writing, persuasive writing contains the opinions and biases of the author. To convince others to agree with the author's point of view, persuasive writing contains justifications and reasons. It is often used in letters of complaint, advertisements or commercials, affiliate marketing pitches, cover letters, and newspaper opinion and editorial pieces, Letter of recommendation, reviews (of books, music, movie, restaurants, etc.). 16
- 17. Narrative writing • Narrative writing's main purpose is to tell a story. The author will create different characters and tell you what happens to them. Novels, short stories, novellas, poetry, and biographies, autobiographies, anecdotes, oral histories can all fall in the narrative writing style. 17
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- 19. Letter Writing • Informal Letter Writing : Personal / social letters, letters to friends, relatives. • Business Letter Writing : Letters for communication in business. A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. • Official Letter Writing : Applications, recommendation letters, reference letter, termination letter, resignation letter, letter to Government officials, letter to Newspapers. 19
- 20. Formal Letter • Write to the “outside world” • There are different kinds of formal letter. • Complaint Letter Make complaints • Invitation Letter Invite a guest to give a talk • Letter of Application Apply for a job • Thank you Letter Thank you for people’s hard work 20
- 21. • Sender’s address • Date • Receiver’s Name • Receiver’s Title • Company’s Name • Company’s Address • Salutation • Text • Subscription • Signature • Printed Name and Title 21
- 22. Layout DATE 5 September 2011 5 Sept. 2011 September 5, 2011 5.09.2011 9/5/11 5th September 2011 22
- 23. • BEGINNING • Dear Mr Cloud • Dear Mr J. Cloud • Dear Mrs Cloud • Dear Miss Cloud • Dear Ms Cloud • Dear Ms Mary Cloud • Dear Manager • Dear Sir or Madam 23
- 24. • ENDING • Yours sincerely • (you know the name) • signature • NAME (printed) • Yours faithfully • (don’t know the name) • signature • NAME (printed) 24
- 25. 1st paragraph • Why are you writing to them...”I am writing to you to because…..” • Explain who YOU are…. • Be polite! “I hope you don’t mind me writing to you but I had tell you about..” • Be strong (If it is a letter of complaint) eg.” I must inform you that I am not happy with….” 25
- 26. • Give details in one or several paragraphs. • NO IRRELEVANT INFORMATION! 26
- 27. Concluding Paragraphs • This is a concluding paragraph eg. To sum up, I would say that… CLOSING STATEMENT I look forward to hearing from You. I am looking forward to hearing from You. I look forward to hear from You. I look forward to Your reply. I am looking forward to Your reply. 27
- 28. Style • Formal language and grammar! • No short forms! • No slang or colloquial words! • Be factual rather than emotional! 28
- 29. Letter of Application • Introduction • Facts about you • Why would you be suitable for the job? Promote yourself! • Conclusion I hope You consider my application. I would be available to attend an interview... I look forward to Your reply. 29
- 30. Central Bank Part-time Bank Clerk • Required by a large bank in Central • S.3 or above • Knowledge of computer such as, Word, Excel • Fluent in English & Chinese • Experience not necessary Interested parties, please send a letter of application and resume to Central Bank, 25 Queen’s Road, Hong Kong Example: 30
- 31. Flat A, 8/F. Block 7 Sunrise Gardens 198 Nathan Road Kowloon 1st June 1998 The Personnel Officer Central Bank 25 Queen’s Road Hong Kong Dear Sir/Madam 1 23 4 5 31
- 32. Application for the post of Part-time Bank Clerk I am writing to apply for the post of Part-time Clerk, which was advertised in the South China Morning Post on 30th May. I am a student at St Anne’s School and will complete my Form 3 studies in July this year. I am taking seven subjects at school and I came first in Computer Studies last year. 6 7 8 32
- 33. In school, I have a lot of interests. I take part in many extra-curricular activities. I am the Secretary of the Computer Club and a member of the Tennis Club. I also helped in organising an Inter-class Mathematics Competition last year. I wish to work in a bank as I enjoy meeting people and I am very interested in banking. I hope to continue my studies while working. I understand your bank encourages employees to go in courses, and this is one reason why I decided to apply for this post. 9 10 33
- 34. Yours faithfully Doris Ng Doris Ng If you are interested in my application, I should be glad to attend an interview at any time which is convenient for you. 11 14 13 12 34
- 35. Thank You! 35